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Setting up Forms and Workflows

Go from busy work to less work with powerful forms that capture guest inquiries efficiently and automate workflows. Design form in minutes.

Andy Dharmani avatar
Written by Andy Dharmani
Updated over 2 weeks ago

Introduction

Streamline your hotel's operations and reduce repetitive work with Myma.ai's powerful form builder and automated workflows. With just a few steps, you can collect guest inquiries, attachments, and signatures directly through your AI Chatbot or by sharing a form link. This guide will walk you through how to use out-of-the-box templates, create custom forms, and configure notifications.

Improve your workflow with powerful forms designed to meet every need of a hotel. Gather important information, attachments, and signatures directly on your forms. Use the forms inside the Chatbot or share them anywhere with a link.


Out Of The Box Forms

Most of the forms hotels use are already prebuilt in the platform. You can always adapt them to your own needs. Just navigate to Workflows → Forms.

Here is the list of available forms:

  • Cancel or modify booking

  • Feedback

  • Group booking inquiry

  • Housekeeping request

  • Invoice/receipt copy request

  • Long stay inquiry

  • Lost & found

  • Meeting & events inquiry

  • Pre Check-in

  • Reg form

  • Reservation confirmation request

  • Wedding Inquiry


Creating a New Form

When creating a new form, fill in the following fields:

  • Title: The name displayed at the top of the form

  • Form Type: Used internally to categorize the form

  • Subject: The subject line of the email notification

  • Subtitle: Displayed just below the title

  • Success Message: Displayed after successful form submission

  • Form Content: The structure of the form, defined using JSON

  • File Upload: Option to allow file attachments


Notifications

When a form is submitted, a notification can be sent to one or multiple email addresses.

To notify staff when a form is submitted:

  1. Click + Add Notifications

  2. Enter the appropriate email addresses

  3. Customize the notification subject line (optional)

Example Email below:


Form Content

Different elements you can add in a form:

Text:

{
"type": "TextBlock",
"size": "Medium",
"weight": "Bolder",
"text": "Guest Information"
}

Text Input:

{
"type": "Input.Text",
"id": "guest_first_name",
"placeholder": "Guest First Name *",
"isMultiline": false,
"isRequired": false
}

Input Text with conditions:

{
"type": "Input.Text",
"id": "email",
"placeholder": "Email *",
"isMultiline": false,
"errorMessage": "Plz enter valid email address",
"regex": "^[a-zA-Z0-9._:$!%-]+@[a-zA-Z0-9.-]+.[a-zA-Z]$",
"isRequired": true
}

{
"type": "Input.Text",
"id": "phone_number",
"placeholder": "Phone Number *",
"isMultiline": false,
"regex": "^[0-9]$",
"isRequired": true
}

Country Input:

{
"type": "Input.ChoiceSet",
"datasource":"Countries",
"placeholder": "Country of Origin",
"label": "Country of Origin",
"value": "Country of Origin",
"isRequired": true,
"id": "guest_address",
"errorMessage": "Plz enter your country of origin"
}

Date Input:

{
"type": "Input.Date",
"placeholder": "Arrival Date *",
"label": "Arrival Date *",
"value": "Arrival Date *",
"isRequired": true,
"id": "start_date"
}

Dropdown Choice:

{
"type": "Input.ChoiceSet",
"choices":
[
{ "title": "Vacation",
"value": "Vacation"
},
{
"title": "Business",
"value": "Business"
},
{
"title": "Personal",
"value": "Personal"
}
],
"placeholder": "Reason for Staying",
"label": "Reason for Staying",
"value": "Reason for Staying",
"isRequired": false,
"id": "travel_reason"
}

Number Input:

{
"type": "Input.Number",
"id": "number_of_guests",
"placeholder": "Number of Guests *",
"label": "Number of Guests",
"min": 1,
"max": 20,
"value": 3,
"isRequired": true
}

Terms & Conditions:

{
"type": "Input.Toggle",
"title": "I acknowledge and accept the <a href='https://www.myma.ai' target='_blank'>Liability information</a>.",
"isRequired": true,
"errorMessage": "Please accept terms before proceeding."
}

Signature Input:

{
"type": "Input.Signature",
"title": "Draw your signature",
"isRequired": true,
"id": "signature"
}


Form Settings

In the Form Settings tab, you can configure:

  • Submit Button Style: Customize color and text

  • Branding: Upload a logo for the bottom of the form

  • Privacy Policy: Include a policy link

  • Feedback Form Trigger: Show a specific form if a guest clicks thumbs-down in chat

  • Leave a Message Option: Allow guests to submit a form when AI is unable to assist due to limited knowledge

  • Default Notification Email: Backup email if no others are specified


Conclusion

Myma.ai’s Form Builder is a powerful tool for capturing guest requests and automating follow-up. With pre-built forms, customizable form elements, and seamless workflow integration, you can turn time-consuming processes into efficient, automated tasks.

Once your forms are configured and connected, your AI Assistant will be ready to collect information, generate tickets, and deliver a smooth guest experience with minimal staff intervention.


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